REQUEST FOR BID _ CONCRETE APRON FOR FIRE TRA.pdf

INVITATION TO BID

September 15, 2023

The City of Bainbridge will receive sealed bids for CONCRETE APRON FOR FIRE TRAINING CENTER, as described in the attached Specifications until Monday, October 16, 2023, at 11:00 A.M. Eastern Standard Time and will be opened publicly and read aloud.

Bids shall be addressed to the attention of Brenda Strickland, Purchasing Agent, City of Bainbridge, (US Postal

Service) P.O. Box 158 (Zip Code 39818), (Courier Service/Hand Delivered) 1501 Pierce Street (Zip Code 39817), Bainbridge, Georgia and plainly marked on the outside of the envelope “SEALED BID FOR CONCRETE APRON”.

We will not accept any bid unless it is plainly marked on the outside of the envelope as requested.

Bidders must complete all blanks on the enclosed Bid Form, or the bid may be subject to rejection. No bid will be entertained unless it is prepared upon the City of Bainbridge Bid Form and signed in ink by an official of the company submitting the proposal.

All prices quoted shall be firm for a period of 30 days from bid opening. The City of Bainbridge requires a minimum of 30 days to make payment to successful vendor after receipt of goods. However, cash discounts for early payment will be taken into consideration. If such a discount is available, please note this in your bid proposal.

The City of Bainbridge reserves the right to accept or reject any part of or all bids, and to waive technicalities or formalities in bidding, and the right to negotiate with the low bidder to reach a final contract, and to accept the bid deemed to be in the best interest of the City.

We welcome your proposal.

Sincerely, Enclosures: Bid Form (1 page) Brenda Strickland

Specifications: (7 pages) Purchasing Agent

Drawings: (3 pages)

BID FORM

City of Bainbridge, Georgia Bid for Concrete Apron

Please quote lowest price at which you will furnish the work listed below:

Each bidder is required to fill in every blank. Failure to do so can be used as a basis for rejection of bid.

DESCRIPTION TOTAL BID PRICE

Concrete Apron for Fire Training Tower located at 1947 South West Street as described in the attached specifications. $_________________

If awarded bid, a cash discount of _________ will be allowed on Bid Price if paid within __________ after the

City of Bainbridge is in receipt of goods.

The above in accordance with invitation to bid dated September 15, 2023.

The undersigned certifies that the Bid Invitation and Specifications have been received; and understands that once the bid opening begins, a bid cannot be withdrawn for modifications. All prices, terms, and conditions will be firm for a period of 30 days from bid opening.

FIRM NAME: _______________________________________________________________________________

ADDRESS: _________________________________________________________________________________

____________________________________________________ ZIP __________________________

NAME AND TITLE OF PERSON SUBMITTING BID (Please Type or Print Legibly)

TELEPHONE: _______________________________________ DATE: ___________________________________

EMAIL: ____________________________________________________________________________________

AUTHORIZED SIGNATURE: ____________________________________________________________________

THIS IS NOT A PURCHASE ORDER

BIDDER: ___________________________________________________________________________________

(List Company Name)

City of Bainbridge, Georgia

SPECIFICATIONS: CONCRETE APRON

1.0 NOTES

A. 4,000 PSI Concrete with a 3,000 PSI strength @ 28 days.

B. The Contractor shall provide all forms, reinforcing steel and concrete necessary for all construction of the concrete apron around the Fire Training Tower and the Flashover Building.

C. The city will prepare the subgrade and base for 8” thick reinforced concrete apron.

D. The contractor shall perform all the work associated with constructing the concrete apron, including but not limited to drilling and fixing with epoxy the 12-inch smooth steel dowels around the perimeter of the existing concrete slabs.

E. The Contractor shall grease the exposed end of the dowels before pouring and finishing the concrete apron.

F. No. 5 rebar 12” O.C.B.W.

G. Smooth 5/8” Diameter Steel Dowel

Ensure drilled hole diameters are per epoxy manufacturers recommendations.

Drill holes from side of concrete slab.

Verify drilled hole sizes.

Inspect and ensure drilled holes are free of debris.

Epoxy 6” length of dowel into the concrete slab.

Once the epoxy has cured per manufacturer’s recommendations grease exposed end of the dowel and pour concrete apron.

2.0 COMPENTITION INTENDED

It is the City’s intent that this invitation to Bid (IFB) permits competition. It shall be the bidder’s responsibility to advise the Purchasing Agent in writing if any language, requirement, specifications, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this IFB to a single source. Such notification must be received by the Purchasing Agent or appointed designee no later than five (5) days prior to the date set for bids to close.

3.0 DISCREPANCIES

Should a bidder find discrepancies in the scope of work or be in doubt as to the meaning or intent of any part thereof, the bidder shall request clarification from the City in writing, not later than five (5) working days prior to the bid opening. Any changes in the IFB that result from such clarification request, will be communicated through a written addendum and posted on the Purchasing home page at www.bainbridgecity.com. Failure to request such clarification is a waiver of any claim by the bidder for additional expenses because its interpretation was different than the City’s.

http://www.bainbridgecity.com/

4.0 DELAYS

If delay is foreseen, the Contractor shall give immediate notice to the City Engineer. The Contractor must keep the city advised at all time of the status of the services. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the Purchasing Department to purchase services elsewhere and charge full increase in cost and handling to defaulting Contractor.

5.0 DELIVERY FAILURES

Time is of the essence. Should the Contractor fail to deliver the proper services or item(s) at the time and places(s) specified, or within a reasonable period of time thereafter as determined by the Purchasing

Agent, or should the Contractor fail to make a timely replacement of rejected items when so requested, the city may purchase services or items of comparable quality in the open market to replace the rejected or undelivered services or items. The Contractor shall reimburse the City for all costs in excess of the

Contract price when purchases are made in the open market; or in the event that there was a balance the City owes to the Contractor from prior transactions, an amount equal to the additional expense incurred by the City as a result of the Contractors nonperformance shall be deducted from the balance of payment.

6.0 BUSINESS, PROFESSIONAL, AND OCCUPTIONAL LICENSE REQUIREMENT

All firms or individuals located in or doing business with the City of Bainbridge are required to be licensed in accordance with the City’s “Business, Professional, and Occupational Licensing Tax” Ordinance during the initial terms of the Contract or any renewal period.

7.0 PAYMENT OF TAXES

All contractors located or owing property in Decatur County during the initial term of the Contract or any renewal period shall assure that all real and personal property taxes are paid.

8.0 HOLD HARMLESS CLAUSE

The Contractor shall indemnify, defend, and hold harmless the City of Bainbridge from loss from all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the

Contractor. The Contractor agrees that this clause shall include claims involving infringement of patent or copyright. For purposes of this paragraph, “City” and “Contractor” includes their employees, officials, agents, and representatives. “Contractor” also includes subcontractors and suppliers to the Contractor.

The word “defend” means to provide a legal counsel for the City or to reimburse the City for its attorney’s fees and costs related to the claim. This section shall survive the Contract. The City is prohibited from indemnifying Contractor and/or any other third parties.

9.0 SAFETY

All Contractors and subcontractors performing services for the City of Bainbridge are required to and shall comply with all Occupational Safety and Health Administration (OSHA), State and City Safety and

Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area and under this contract.

10.0 PERMITS

It shall be the responsibility of the Contractor to comply with City ordinances by securing any necessary permits.

11.0 FAITH BASED ORGANIZATIONS

The City of Bainbridge does not discriminate against faith-based organizations.

12.0 IMMIGRATION REFORM AND CONTROL ACT 1986

By entering this contract, the Contractor certifies that it does not and will not during the performance of the Contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens.

13.0 WORKMANSHIP AND INSPECTION

All work under this Contract shall be performed in a skillful and workmanlike manner. The Contractor and its employees shall be always professional and courteous. The city may, in writing, require the

Contractor to remove any employee from work for reasonable cause, as determined by the city. Further, the City will make inspections of the work performed under the Contract. Any inspection by the City does not relieve the Contractor of any responsibility in meeting the Contract requirements.

14.0 EXEMPTION FROM TAXES

The City is exempt from Georgia State Sales or Use Taxes and Federal Excise Tax; therefore, the

Contractor shall not charge the City for Georgia State/Sales or Use Taxes or Federal Excise Tax on the finished goods or products provided under the Contract. However, this exemption does not apply to the

Contractor, and the Contractor shall be responsible for the payment of any sales, use, or excise tax it incurs providing the goods required by the Contract, including, but not limited to, taxes on materials purchased by a Contractor for incorporation in or use on a construction project. Nothing in this section shall prohibit the Contractor from including its own sales tax expense in connection with the Contract in its Contract price.

15.0 INVOICING AND PAYMENT

All work requested under this Contract shall be placed on a City issued Purchase Order. The Contractor shall not accept credit card orders or payments.

All such invoices will be paid within 30 days by the City of Bainbridge unless otherwise contracted.

Individual contractors shall provide their social security numbers, and proprietorships, partnerships, and corporations shall provide their federal employer identification number on the pricing form.

16.0 ASSIGNMENT OF CONTRACT

The contract may not be assigned in whole or in part without the written consent of the Purchasing

Agent.

17.0 CONTRACTUAL DISPUTES

The Contractor shall give written notice to the Purchasing Agent of intent to file a claim for money or other relief within ten (10) calendar days of the occurrence giving rise to the claim or at the beginning of the work upon which the claim is to be based, whichever is earlier.

The claim, with supporting documentation, shall be submitted to the Purchasing Agent by US Mail, courier, or overnight delivery service, no later than sixty (60) days after final payment. The Contractor shall submit its invoice for final payment within thirty (30) days after completion or delivery of the services. If the claim is not disposed of by agreement, the Purchasing Agent shall reduce his/her decision to writing and mail or otherwise forward a copy thereof to the Contractor within thirty (30) days of the

City’s receipt of the claim.

The Purchasing Agent’s decision shall be final unless the Contactor appeals within thirty (30) days by submitting a written letter of appeal to the City Manager, or his designee. The City Manager shall render a decision within sixty (60) days of receipt of the appeal. Each party shall bear its own costs and expenses resulting from any litigation, including attorney’s fees.

18.0 LICENSURE

To the extent required by the City of Bainbridge the Contractor shall be duly licensed to perform the services required to be delivered pursuant to this Contract.

19.0 INSTRUCTIONS TO BIDDERS

19.1 Submission of Bids

Before submitting a bid, read the ENTIRE solicitation including the Contract Terms and Conditions.

Failure to read any part of this solicitation will not relieve the bidder of its contractual obligations.

Pricing must be submitted on the Invitation to Bid form only. Include other information as requested or required. The Face of the Container shall indicate “SEALED BID FOR CONCRETE

APRON”. Bids must be received by the Purchasing Department BEFORE the hour specified on the opening date. Bids maybe either mailed or hand delivered to Brenda Strickland, Purchasing Agent, City of Bainbridge, (US Postal Service) P.O. Box 158 (Zip code 39818), (Courier Service/Hand

Delivered) 1501 Pierce Street (Zip Code 39817), Bainbridge, Georgia. Faxed or emailed bids will not be accepted.

19.2 Questions and Inquires

Questions and inquiries, both verbal and written, will be accepted from any and all bidders.

Project Contact (for questions/additional information):

Gabriel Menendez/City Engineer

City of Bainbridge

1501 Pierce Street

Bainbridge, GA 39817

Phone # (229) 726-4098 gabrielm@bainbridgecity.com mailto:gabrielm@bainbridgecity.com

19.3 Inspection Site

It is strongly recommended that all bidders make an on-site inspection of the location where the work will be performed to become completely familiar with conditions. Failure to comply with this requirement will not relieve the successful bidder of its obligation to carry out the scope of the resulting contract. Inspections may be arranged by contacting Gabriel Menendez, City Engineer, (229)-726-4098.

19.4 References

All Bidders shall include, with their bids, a list of at least three (3) references from whom comparable work has been performed. This list shall include company name, person to contact, address, telephone number, fax number, and email address. Failure to include references may be cause for rejection of bid as non-responsive. Bidder hereby releases listed references from all claims and liability for damages that may result from the information provided by the reference.

19.5 Rights of the City

The City reserves the right to reject all or any part of any bid, waive informalities, and award the contract to lowest responsive and responsible bidder to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the Invitation to Bid which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

19.6 Negotiation with the Lowest Responsible Bidder

Unless all bids are cancelled or rejected, the City reserves the right to negotiate with the lowest responsive, responsible bidder to obtain a contract price within the funds available whenever such low bid exceeds the available funds. Negotiations with the low bidder may include both modifications of the bid price and the specifications/scope of work to be performed.

19.7 W-9 Form Required

Each bidder shall submit a completed W-9 form with their bid. In the event of contract award, this information is required in order to issue purchase orders and payments to your firm.

References for:

1. Firm Name: __________________________________________________________________________

Contact: _____________________________________________________________________________

Title: ____________________________________________ E-Mail: _____________________________

Mailing Address: ______________________________________________________________________

Phone: __________________________________________Fax: ________________________________

2. Firm Name: __________________________________________________________________________

3. Firm Name: __________________________________________________________________________

19.8 SUBMISSION REQUIREMENTS

A. The City reserves the right to establish any and all elements or terms of this procurement process. All bids submitted shall be binding upon each bidder’s team if accepted by the City.

B. BIDS DELIVERED VERBALLY OR BY ELECTRONIC MEANS, SUCH AS FACSIMILE AND EMAIL, ARE NOT

ALLOWED.

C. Except for otherwise provided in this bid, the City of Bainbridge reserves the right to retain all bid materials regardless of which bidder is selected. All bids accompanying documents become the property of the City of Bainbridge.

19.9 REJECTION

A. The City reserves the right to reject any and all bids, to waive any informalities in bids received, to accept or reject any or all of the items bid, and to award the contract in whole or in part and/or negotiate any or all items with individual Bidders if it is deemed in the City’s best interest. Moreover, the City reserves the right to make no selection if bids deemed to be outside the City’s fiscal constraint or not in the best interest of this City.

19.10 AWARD

A. The City reserves the right to award a contract, based on initial offers from Bidders, without discussion and without conducting further negotiations. Under such circumstances, the acceptance of a proposal by the City shall be deemed to be an acceptance of an offer such that acceptance will be binding upon both parties. A proposing offer should therefore be based on the most favorable terms available from a price, business requirements and technical standpoint. Contractual commitments are contingent upon the availability of funds, as evidenced by an award of contract. Once awarded, the contract will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing.

19.20 EXCEPTIONS TO THE BID

A. All requested information in the Bid must be supplied with the bid, any exceptions shall be clearly identified, referencing page number and category of bid. The written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the City, and the description of the advantages or disadvantages to the City as a result of such exceptions. The City, at its sole discretion, may reject any exceptions or specifications within the bid.

19.21 SILENCE OF SPECIFICATIONS

A. The apparent silence of these specifications as to any specific detail or omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practice is to prevail, and that only workmanship of first quality is to be used. All interpretations of these specifications shall be made on this basis.